View Vacancy – MoD Assistant and Corporate Services Officer (MKD21.302)

The British Embassy in Skopje, North Macedonia is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a MoD Assistant and Corporate Services Officer to support on Finance, Estates, HR and Team support.

Finance – Support a diverse range of stakeholders on financial matters, making recommendations based on accurate forecasting of spend.

Estates – Manage the operational delivery of estates work to ensure a safe and compliant platform for all staff. Supervise project works, maintenance and the arrivals and departures process. Work with Estate support staff, including outsourced resources.

HR – Responsible for supporting human resources. The jobholder will closely work with the Corporate Services Manager (CSM) & HR Hub.

Team Support – The jobholder will support the work of the Defence Section and the personnel deployed with the Western Balkans Land Regional Coordination Cell and the FCDO Corporate Services team to ensure effective delivery of this role.

Main Duties and Responsibilities

Finance

1. Financial Management:

•      Receive, review and submit invoices to GTPC for processing; investigate problem invoices and resolve within deadlines provided;
•      Identify and report potential efficiencies;
•      Responsible for One HMG financial matters, including payments, PAG forms, invoices and spend summaries;
•      Monitor and where required highlight or escalate key financial performance indicators for the activities of the Western Balkans Land Regional Coordination Cell;
•      Act as local contact for invoices and local payments in respect of the activities of the Western Balkans Land Regional Coordination Cell;
•      Liaise with Land Operations Centre, HQ Army and Defence Section personnel as required in respect of the financial requirements of the Western Balkans Land Regional Coordination Cell;
•      Assist deployed Defence personnel in compliance with procurement card use and reporting;

      2. Procurement:

•      Acts as requisitoner and receiver for purchasing and supplier maintenance processes, including SME support to Defence personnel deployed with the Western Balkans Land Regional Coordination Cell;
•      Assist with compliance e.g. setting up new suppliers and reviewing existing supplier lists;
•      Manage the local contracts database, flagging contract expiration dates and aggregate spend with suppliers;
•      Ensure compliant Corporate Services finance record retention at Post.

Estates

1. Estates Operations:

•      Deliver minor work packages, including technical drawings, contract documentation, as well as preparing and maintaining annual maintenance contracts;
•      Identify residential accommodation for Defence personnel;
•      Request payments and monitor maintenance budgets with the Estates Manager, Finance Officer, Estates, Directorate, Technical Works Officer and Technical Works Supervisor;
•      Support move-in/move out of Defence personnel employed on 6-month deployments to the Western Balkans Land Regional Coordination Cell.

     2. Compliance:

•      Ensure estates procurement is effectively managed and compliant with global policy, working with the Procurement Hub and CSM.
•      Manage inventory and storage stock;
•      Prepare for and respond to audit requests;
•      Liaise with Land Operations Centre / HQ Army to ensure office and residential estate used by the Western Balkans Land Regional Coordination Cell meets Defence requirements for operational/expeditionary deployments;
•      Facilitate Defence compliance audits as required.

HR

1. Operational Human Resource Management:

•      Provide support to senior management on HR policy, operations, employment terms and conditions, working closely with HR Hub;
•      Ensure local staff terms and conditions of service are compliant with local employment law. Ensure global local staff policy is followed (including global minimum standards);
•      Ensure Defence personnel employed in the Western Balkans Land Regional Coordination Cell hold appropriate local ID cards and visas for travel to Western Balkans region nations;
•      Monitor work permits and applications and advise CSM of upcoming expiry;
•      Support post activity on wellbeing and mental health.

      2. Pay and Benefits:

•      Working with the HR Hub, review benefits and allowances on a bi-annual basis to ensure value for money;
•      Provide data and support for local pay processes.

      3. Recruitment and On-boarding:

•      Contribute to local recruitment processes working closely with the HR Hub, oversee specifications, criteria and approvals, run local adverts. Convene and manage panel logistics;
•      Review and update on-boarding and exit processes and documents, ensuring they are up to date and relevant. Tailor induction to local needs.

      4. Learning and Development (L&D):

• Act as Post language officer for diplomatic staff, overseeing local provision of full time and optional language training, including sourcing providers, making payment and arranging exams.

Team Support:

•      Manage and update content on Corporate Services systems;
•      Participate in post crisis activity;
•      Support other colleagues within Corporate Services as and when necessary.
• General clerical support to Defence Section and Defence personnel deployed with the Western Balkans Land Regional Coordination Cell to include (but not restricted to):

1.          Coordination with other embassy staff to ensure continuity of IT support, IT repair, IT replacement and upgrades to systems;
2.          Management of outgoing and incoming mail, liaising with other Embassy staff as required to facilitate specific Defence requirements;
3.          Travel and movement arrangements;
4.          Cultural advice, regional context and language assistance where appropriate.

• Full professional proficiency in English and Macedonian, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*);
• Experience in Finance and administrative work in a similar environment;
• Ability to manage budgets;
• Experience in estates/facility role;
• Experience in travel/movement coordination role;
• Good knowledge of Microsoft Office programmes especially TEAMS;
• Knowledge of vehicle contract management;
• Analytical skills;
• Good analytical and team-working skills;
• Ability to multi-task and support multi-faceted teams in a shared corporate services environment;
• Ability to effectively communicate with internal and external stakeholders, verbally and in writing;
• Precision in implementing tasks, meticulous attention to detail;
• Resilient, able to deal with pressure and work flexibility to deal with competing demands.